All external bookings require Event Staff and an Audio/Visual Technician. The Events Office will determine whether additional security and housekeeping are necessary based on the nature of your event.

Audio/Visual Technician
• $50/hour | 4-hour minimum
• Requests must be submitted at least 3 weeks in advance
• See Technical Guidelines (below) for details

Event Staff
• Event staff: $80/hour | 4-hour minimum
• Applies on weekends, statutory holidays, and outside business hours (8:30 am–4:30 pm)

Security
• $40/hour | 4-hour minimum

Housekeeping
• $35/hour | 4-hour minimum
• Depending on guest count and event details, additional staffing may be required; in some cases, regular on-site staff may be sufficient.

Site Visits
As assessed. You may request a site visit to support event planning. A fee may apply if more than two visits are required.

Non-Profit Rates
Please provide a valid Charitable Tax Number or Registered Society Number to qualify for non-profit pricing.

Additional Charges
Event spaces must be returned to their original condition. Any extra costs—such as damages, custodial or security issues, or other event-related expenses—will be assessed post-event and invoiced within two weeks.

Technician Staffing
We require at least three weeks’ notice for technical consultation, staff coordination, and file submission/testing to support your event.

The ECU Lead Technician will work with you to determine staffing needs. ECU makes the final staffing decisions. If actual technician hours exceed the estimate, clients will be billed for the full number of hours worked.

Technician Rates
• 4-hour minimum, up to 8-hour shifts (including one-hour unpaid meal break if working over 6 hours) $50/hour
• Any hours that go beyond the 8-hour day will be billed at the overtime rate of $80/hour

Cancellation or Changes inhift
Charges will apply for cancellations, schedule changes, or staffing changes made less than ten (10) days before the event.

Equipment
The Client may bring equipment if pre-approved by ECU. Owner-supplied equipment must be operated by the owner and tested onsite prior to the event.

Technical Consultation
A two (2) hour consultation with the ECU Technical representative is included in the rental. Any technical consultation beyond the two (2) hours will be billed to the Client at $50.00 per hour.

Stage Management
The Client must provide a dedicated, experienced onsite coordinator who is not a presenter. This person will liaise with ECU event staff and manage logistics for the Client, performers and presenters.
The coordinator must be available throughout the event and authorized to make decisions on the Client’s behalf.

Timeline
Third week before the event: Submit Technical Requirements
Second week before the event: Technical requirements confirmed with the Client
Final week before the event:
• The Client will deliver all PowerPoint/media files and program/event schedule
• No changes will occur to technical support/requirements in the week leading up to the event

We have a limited number of 5- and 6-foot tables, along with stacking conference chairs available for your event. Please bring your own table linens, as these are not provided. Most catering companies can assist with linen rentals if needed.

Catering is permitted for external bookings. We’re happy to recommend vendors or coordinate logistics with your chosen caterer. Ask us about possible on-site providers.

Occasionally, events involving the consumption of alcohol are permitted. These events require a Special Event Permit (SEP) and must receive prior written authorization from the university. A licensed caterer or bartending company must obtain the SEP on the client’s behalf. All servers’ permits and SIR (Serving-it-Right) certificate numbers must be submitted two weeks before your booking. Failure to remit this documentation will result in the removal of alcohol service from your event. More information on BC’s Liquor laws concerning the service of alcohol can be found here

Smoking is prohibited on all university premises, including external balconies. Smoking is restricted to outdoor areas at least 6.1 metres (20 feet) from building entrances, windows, patios, eating areas, building air intakes, parkades, and covered walkways/sidewalks.

The ECU campus is located at:

520 East 1st Avenue
Vancouver, B.C. V5T 0H2

For parking, transit, car share, bike parking and more details, visit our Visit / Directions page.
Please note that weekday street parking is minimal due to the construction of the Broadway Subway project.

Help guests find your event with clear wayfinding. We recommend assigning team members to greet and direct attendees or using easy-to-spot signage (standing or 2D).

Signs may only be affixed with painter’s tape and cannot be placed on glass entry doors. ECU reserves the right to remove any signage deemed inappropriate.

WIFI is available campus-wide. You will receive a WIFI login for use throughout your event booking.

ECU does not rent space to religious groups or political parties. However, exceptions may be made for political “all-candidates” meetings that include broad and diverse representation.

We do not allocate space to any group whose mandate or core beliefs contravene the Canadian Human Rights Act or any applicable federal, provincial or municipal legislation.

You can review ECU’s policies [link to ECU University Policies].

ECU is committed to a sustainable future. We aim to protect natural resources, support community well-being and act responsibly—socially, environmentally and fiscally. We encourage all event organizers to consider the environmental impact of their plans and help us reduce waste and emissions.

Simple ways to host a sustainable event at ECU:
• Offer vegetarian or locally sourced catering
• Avoid single-use items; use reusable or compostable materials
• Offer digital tickets, agendas and signage
• Encourage guests to bring reusable water bottles and coffee cups
• Use ECU bins for compost, recycling and garbage